Folder and Labels

Written by Uday Kumar Updated February 03, 2026 10:04

Folder and Labels Overview

The Folders and Labels section in the SmartVendor Mailbox is the primary way to organize and locate AP invoice–related messages. System folders group messages by lifecycle (Inbox, Sent, Drafts, Archived), while custom labels highlight workflow context such as new invoice submissions, payment‑status replies, duplicates, or messages that need human review.

Use this section to quickly narrow the Mailbox to the messages that matter most for AP processing and exception handling.

How to Use Folders and Labels

Open the Mailbox tab in SmartVendor.
In the left navigation pane, review the list of folders and labels.
Click a folder (for example, Inbox or Archived) to show only messages in that folder.
Click a label (for example, InvoiceSubmission or NeedsHumanAttention) to filter the list to messages tagged with that label.
The message list updates immediately to reflect the selected folder or label.

Figure 2. Mailbox Folder and Label Navigation

Table 1. SmartVendor Mailbox Folders and Custom Labels

Name	Type	Description
Inbox	Folder	Stores incoming and active AP invoice messages that have not been archived.
Sent	Folder	Contains messages sent from the SmartVendor Mailbox (for example, replies or new outbound messages to vendors).
Drafts	Folder	Holds messages that have been composed but not yet sent.
Archived	Folder	Stores completed or inactive messages moved out of active queues to keep the Inbox focused on current work.
`InvoiceSubmission`	Label	Applied when a message is identified as an invoice submission from a vendor; often used as an intake label for new items.
`PaymentStatusSent`	Label	Indicates that a payment‑status response has already been sent to the vendor for this conversation or invoice.
`NeedsHumanAttention`	Label	Flags messages that require manual AP review or follow‑up (for example, exceptions, unclear requests, or failures).
`Herels-NewVendorInvoice`	Label	Marks messages classified as a new vendor invoice (often for new vendors or new invoice streams).
`LargeFileNeedsHumanAttention`	Label	Used when attachments are large or complex (for example, large PDFs or multi‑sheet files) and may need manual handling.
`InvoiceAlreadyRecorded`	Label	Indicates that the referenced invoice has already been recorded in the AP system, helping prevent duplicate processing.

These folders and labels can also be used as filter criteria in the Mailbox search and filter tools, allowing AP teams to quickly isolate new submissions, payment‑status replies, duplicates, and items needing human review.